Room Reservations

All scheduling of Photonics Center conference and seminar rooms will be done online via Google Calendar. Each Photonics Center faculty member will have access to make and modify room reservations using this calendar on a first-come-first-served basis. If you would like to designate one person from your group to be an alternate scheduler, please have them send an email request from a “gmail” or BU-email address to photonics@bu.edu, with the subject line “Request for access to conference room scheduling calendar”. That email should be copied to the associated faculty member.

This distributed model of scheduling requires a shared commitment to collegiality and mutual consideration. Some general guidelines are:

  • Repeated reservations (e.g., weekly group meetings) should be scheduled with end dates no later than the end of the semester.
  • If scheduled meetings are cancelled, they should be promptly removed from the calendar to make the rooms available for others.
  • Rooms 901 and 940 should be reserved mainly for larger group meetings and seminars.

The linked instructions describe the procedure for scheduling, our preferred naming conventions, and how to access the calendars. If you have calendar access issues after receiving the calendar link, please reach out to IT Help Center for assistance.

Please note, doors on these rooms should remain unlocked. If you find a door locked, feel free to reach out to Jason Lima, the Facilities Manager of our building, to request that it be unlocked.

NOTE: If you are not a Photonics Center faculty or staff member and would like to inquire if space is available for you to use, please fill out this form to provide information and your request will be considered.

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NOTE: All Photonics Center conference and seminar spaces have a projector and white board. Crestron AirMedia is the preferred projection method.The BU Language Center provides instructions here. There are specific mac’s with which AirMedia does not work, so each room has an HMDI cable, but you will need to supply your own dongles to use the projector you do not have a HMDI port. If you use the white board, be sure you are using dry erase markers and clear the white board after your meeting.

Room 901 – Room 901, located on the 9th floor of the Photonics Center, is a seminar room that fits approximately 30-35 people. The room can be configured in different formations, but it is typically set up classroom style with rows of chairs.

Room 940 (Photonics Center Boardroom) – Room 940, located on the 9th floor of the Photonics Center, is a conference room that fits 26 people; 13 people at the table, and 13 people along the periphery of the room. This space is not reconfigurable.

Room 822 – Room 822 is a small conference room on the 8th floor of the Photonics Center that fits 8 people at a small table. This space is not reconfigurable.

Room 717 – Room 717 is a small conference room on the 7th floor of the Photonics Center that fits 8 people at a small table. This space is not reconfigurable.

Please note that BU Events & Conferences handles reservations and questions regarding room 906 (the Colloquium Room) on the 9th floor of the Photonics Center. 25Live is used to reserve Room 906: https://25live.collegenet.com/pro/bu.